southern utah workshop

Best Value Dispatching

Southern Utah Workshop

Agenda Background New Methodology 2 Step Process Dispatch Priority National Standards National Templates Solicitation Plan EERAs I-BPAs CBA VIPR Eauthentication Contractor Performance System (CPS) 2009 Chapter 20 updates

BackgroundIn 2005, the Office of the Inspector General reviewed the

procedures used to secure incident resources using preseason and at-incident agreements. OIG found the administration of EERAs neither gives the agency the best value nor the best vendor for its dollar. (OIG Report No. 08601-40-SF)

OIG determined since the EERA preseason sign-up periods last several months and are established well in advance of the incident, the need at that time is neither “unusual” nor immediately “compelling.” Therefore, competitive procedures should be used.

Background, continuedDuring the audit concerns were also raised about

whether the EERA was a sanctioned procurement tool under the Federal Acquisition Regulations (FAR); whether past performance of contractors was tracked and used to influence the agency’s dispatch decisions, and whether the agency consistently met its closest resource and vendor rotation policies.

Background, continuedDirection from the audit included:

• Preseason agreements on a competitive basis • Use best value • Establish a suitable acquisition cycle (now 3 years) • Develop consistent equipment standards, inspection process, and

performance rating system • Store data to sort and produce reports

These changes comply with Federal Acquisition Regulations, let the market determine the price for equipment, balance workload of acquisition and fire personnel, and more effectively use taxpayer funds.

Background, continuedIn FY 2006 the effort to implement a

consistent nationwide process for competitively soliciting preseason Emergency Equipment Rental Agreements began.

Additional information on the OIG audit can be found at:

http://www.usda.gov/oig/webdocs/08601-40-SF.pdf

New Methodology A new methodology for awarding preseason Incident

Blanket Purchase Agreements (I-BPA) and determining dispatch priority has been implemented in a two-step process.

I-BPA are preseason agreements for incident support and will replace EERAs for preseason sign up of equipment.

2 Step ProcessStep 1 – Award I-BPAs on a multiple award basis using

competitive best value processes. Best Value is equipment offering the greatest advantages

in relation to price.

Step 2 - determine the dispatch priority weighing advantages for each piece of equipment (as defined by FAR) in relation to the quoted price. The equipment offering the overall best value is dispatched first.

Dispatch Priority Lists (DPL)Each host dispatch center will have an established priority

dispatch list

Contractor resources will be dispatched based on this priority ranking for other than initial attack.

DPL will be organized by dispatch zone (or Geographic Area) updated as necessary, and posted on a public website.

Where are Dispatch Priority Lists Found?You can access the priority list on your Geographic

Area’s website.

http://gacc.nifc.gov/egbc/logistics/equipment_supplies/equipment_supplies.htm

http://gacc.nifc.gov/wgbc/logistics/equipment_supplies/equipment_supplies.htm

http://gacc.nifc.gov/rmcc/

How is the Priority Lists Used?

Priority Lists are used for large fires.

When an order is received from the incident, the dispatcher will contact the first vendor on the list to fill the order. If that vendor is unavailable, the dispatcher will continue moving down the list until the order is filled. If an incident orders a specific configuration of equipment (i.e. dozer with a winch), the dispatcher will contact the first vendor on the list who has the equipment that meets the needs of the incident.

Once the Dispatch Priority List is exhausted, Incident Only EERAs may be signed up.

National StandardsNational equipment standards/typing and standard inspection

forms have been developed to provide consistency throughout the Agencies.

The standard specifications and typing will be included in national solicitation templates to be used by agencies engaged in wildland fire suppression and all-risk incidents.

National standard methods of hire are continuously being developed for equipment commonly used in supporting incidents; and to provide consistency throughout the procurement process (e.g. payment methods, operated/unoperated)

Where are the Nationals Standards?The National Standards can be found at :

http://www.fs.fed.us/business/incident/static/eera/Equipment_and_Method_of_Hire_Stds_IIBMH110607.doc

Why Were the National Templates Developed?

National Solicitation Templates have been established to provide consistency in the acquisition methodology, methods of hire and equipment typing and standards.

The Fire Equipment Working Team was tasked by NWCG to develop National Templates on an interagency basis.

You can find the templates at:http://www.fs.fed.us/business/incident/solicitations.php

What Types of Equipment Have a National Solicitation Template?

Competitive Templates Non-Competitive Templates

Water Handling Clerical Support Unit Faller Module GIS Unit Mechanic Service Truck Refrigerated Trailer Unit Tent Heavy Equipment with transport Mobile Laundry Portable Toilet/Portable Hand

washing Station Potable Water/Gray Water/Trailer

Mounted Hand washing Station

Chainsaw Small Equipment Repair

ChipperVehicle with Driver

Competitive vs. Non-Competitive TemplatesCompetitive Non-Competitive

Equipment is solicitedCompetitively

established ratesDispatch Priority List

generated

Equipment is NOT solicited.

Government established rates by geographic areas

National Solicitation Plan, Continued For additional information on equipment typinghttp://www.fs.fed.us/business/incident/static/eera/Equipment_and_Method_of_Hire_Stds_IIBMH110607.doc.

Rocky Basin Coordination Group with the Operations Group determine what incident equipment needs will be.

Each solicitation will utilize national specifications and best value criteria.

All Preseason I-BPAs will be competitively solicited every 3 years. If vendors miss the solicitation period, they will not have an opportunity to acquire an I-BPA for 3 years.

BLM & Forest Service are working together on solicitations. Rocky Mountain & Great Basin Geographic areas are also working together to issue solicitations.

National Solicitation Plan2007 2008

Support water tenders Tactical water tenders Engines(Buses)

Timber fallers *Tent/Canopy *Refrigerated

Truck/Trailer Mechanic Service

Truck Clerical Support Units GIS Units

National Solicitation Plan Continued:

2009 2010

Portable Toilets/Portable handwashing Stations

Potable Water TrucksGray Water TrucksTrailer Mounted

Handwashing Stations*Mobile Laundry

Crew Carrier BusNon-Tactical Water

Tenders

National Solicitation Plan Continued:

2011

Weed Washing UnitDozerTractor PlowExcavatorTransport

* Rocky Mountain & Great Basin will not nationally solicit this equipment, it will be procured commercially.

For additional information on the National Solicitation Plan:http://fsweb.wo.fs.fed.us/aqm/incident/eera/competitive_solicitation_plan.php

Equipment Agency Area Solicited For:

CO CO Location

Contact Info

Support water tender

BLM Great Basin & Rocky Mountain

Kenda Tucker

BLM – Nevada

[email protected]

Tactical water tender

FS Great Basin & Rocky Mountain

Sue Huston FS – R4 [email protected]

Engine FS Great Basin & Rocky Mountain

Sue Huston FS – R4 [email protected]

Timber/Fallers FS Rocky Mountain & Great Basin

Tayna Spanfellnerll

FS – Idaho [email protected]

Who Issued the Solicitations?


CO CO Location

Contact Info

Tent/Canopy BLM Rocky Mountain & Great Basin

Patricia Fort BLM – Idaho

[email protected]

Refrigerated Truck/Trailer

FS Rocky Mountain & Great Basin

Jeffery Feeney

FS – Colorado [email protected]

Mechanic Service Truck


Joel Butzin FS – Colorado

[email protected]

Clerical Support Unit


Tori Blunt FS – Utah [email protected]

GIS Units FS Nation-Wide Kermadine Barton

FS – Northwest

[email protected]


CO CO Location

Contact Info

Potable/Gray Water & Trailer Mounted Hand Wash Stations

BLM Rocky Mountain & Great Basin

Patricia Fort BLM – Idaho

[email protected]

Portable toilets and Hand


Jeffery Feeney

FS – Colorado [email protected]

Mechanic Service Truck


Joel Butzin FS – Colorado

[email protected]

Clerical Support Unit


Tori Blunt FS – Utah [email protected]

Where Can the Solicitations be Found?Contracting Opportunities can be found by searching

the Federal Business Opportunities website (FedBizOpps) at:

https://www.fbo.gov/

What is an EERAEERA = Emergency Equipment Rental Agreement.

EERAs will now only be used for incident only signup of equipment. They will no longer be used for preseason sign up of equipment.

What is an I-BPA I-BPA = Incident Blanket Purchase Agreement

I-BPA are preseason agreements for incident support and will replace EERAs for preseason sign up of equipment for use on incidents.

Competitive Preseason I-BPAs are awarded using a best value award process and the Choosing by Advantages (CBA) methodology to determine the dispatch priority.

I-BPA vs. EERAI-BPA

PreseasonEffective for 3 YearsNon-emergencyIssued on a SF-1449Competitive or non-

competitiveCompetitively establishes

rates

EERA Incident Only Effective for length of

assignmentEmergencyIssued on an OF-294Not competitiveIssued at an incident in

response to the emergency activity when I-BPAs have been exhausted.

Chapter 20 rates

What is CBA?Choosing by Advantages (CBA) is a software program

used to create the Dispatch Priority Lists.

By using the best value criteria in the solicitation, the vendors equipment, cost, etc. is input into the software and points are issued for each criteria. The total point score is divided by the price to determine the cost to benefit ratio of equipment for dispatch priority.

What is VIPR?Forest Service Procurement ToolVIPR is the Virtual Incident Procurement (VIPR) system,

which is a web-based incident procurement system used by the Forest Service.

VIPR provides numerous tools for Contracting Officers to use for Incident Blanket Purchase Agreements, including creation of solicitations and amendments, collection and evaluation of offers, electronic award and modification of agreements, electronic management of contract files and creation of priority dispatch lists.

Vendors will be able to submit quotes through VIPR

DOI agencies will use their own procurement software to solicit, amend, award and modify I-BPAs (ex. BLM will use the program PRISM).

You can find additional information about VIPR at:

http://fsweb.wo.fs.fed.us/aqm/incident/vipr/faq.php

What is eAuthentication?(Forest Service Only) All vendors who wish to obtain a Forest Service preseason

I-BPA (either new or existing) MUST HAVE a Level 2 eAuth account.

In order for vendors to submit quotes through VIPR, vendors providing resources for incidents will need to obtain Level 2 eAuthentication.

The Forest Service has prepared numerous resources to assist vendors in obtaining a Level 2 eAuthentication account, which are posted at:

http://www.fs.fed.us/business/incident/eauth.php

What is CPS?

Contractor Performance System (CPS)The Contractor’s performance at an incident is evaluated

and input into the National Institutes of Health (NIH) Contractor Performance System (CPS).

Past performance information can be used by the government to monitor the contractor throughout the life of the I-BPA.

It will provide a standardized method for evaluating and collecting performance data.

Contractors can review and respond to their performance evaluations.

Who Will Enter Evaluations into CPS?Incident personnel will submit completed

performance evaluations to the signing Contracting Officer of the I-BPA.

What Performance Evaluation Form Do I Use? National Solicitations:

Use the performance evaluations found in the National Competitive Templates.

Non-National Solicitations: Use the incident performance forms found in Chapter

20.

Changes to Chapter 20Chapter 20 equipment rates are split in to two

categories:Competitive – These items have been nationally

solicited and should not be signed up pre-season outside of the national solicitation process. Once the priority lists have been depleted, equipment under this category can be hired using Incident Only EERAs.

Non-Competitive – Equipment under this category is to be signed up on a pre-season I-BPA, SF-1449. You may use Incident Only EERAs, OF-294 if your current agreements have been exhausted.

EERA, I-BPA, and VIPR were added to the definitions.Rates decreased from 2008.No rates were assigned to the following equipment, it may

be hired commercially and paid using a commercial invoice: Pack String*Tents*Bus – Shuttle*Bus – Motor Coach*Modular Office*Mobile Laundry* *Will need to be checked on by the committee to see if

they can be added hired commercially instead of I-BPA.

Side NoteState policies may deviate from those of

the Federal agencies